Executive Support Assistant

Position description

The role will provide administrative, coordination and research support to the COS. This role entails having direct and regular contact with other staff members from all levels and geographies of the organization, vendors, as well as senior officials outside AWF, including the Board of Trustees and donors. The jobholder must be resourceful, have excellent interpersonal skills, ability to multi-task, outstanding organizational skills, proven written and verbal communication skills, be able to work independently, be proactive, and exercise good judgment including the emotional intelligence to work across the institution. The person should also be able to prioritize tasks and organize work independently based on requests from the supervisor and others.

This position will report to the Chief of Staff.

Responsibilities

• Organize, prioritize, and track agendas, meetings, appointments, and endeavors to streamline the COS calendar and ensure timely responses to invitations and other requests.
• Maintain a file management system according to AWF policies, including general and confidential files.
• Manage the flow of information to/from the COS, other senior staff, donors and Trustees; identify priority matters that need to be urgently addressed.
• Provide general administrative support to the COS including completing expense reports, timesheets and approvals.
• Provide high quality support to the COS including facilitating documents for signature/approval; monitoring and following up on issues and priorities; handle incoming correspondence, internal, and external queries; draft and handle routine correspondence, some of which are highly confidential, keeping files and emails organized, making travel arrangements, schedules, and packets for frequent travel.
• Support professional and responsive internal and external written correspondence and verbal communication by the COS including follow up on incoming issues and concerns, prioritizing and drafting correspondence and where appropriate, responding on their behalf.
• Provide knowledge management support for the COS including maintaining intranet, gathering, and making available relevant information and documents, posting on yammer, organizing webinars, etc.
• Support workflows (material development, scheduling, etc.) between the COS and other Executive staff in other geographies as well as AWF Boards by collaborating closely with Executive/Support Assistants in other countries and with the Board to ensure efficient coordination of work.
• On request, sit in the Board committee meetings and draft meeting minutes. Ensure that the recorded meeting proceedings are organized and maintained including electronic filing.
• Prepare and ensure quality briefing materials in coordination with other staff for Executives before official trips or special meetings including agenda, travel details and background documents.
• Undertake research and provide support for the production of articles, knowledge products and other writing as requested.
• Assist in organizing meetings, events, workshops, and training activities, by typing documents and presentations, sending letters/invites to participants/guests, photocopying and preparing files, follow up with planning units regarding arrangements.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the Executive team including those of a sensitive or confidential nature.
• Facilitate meeting/conference set-ups, programs, and program participants tasked to the COS alerting him in a timely manner.
• Work closely and effectively with the COS to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
• Perform ad hoc duties and other duties assigned by the supervisor.

Qualifications

• Bachelor’s degree in business administration, management, or related field.
• At least five years’ relevant experience as a senior or executive assistant in an international environment preferably in an International NGO
• Expert level written and verbal communication skills.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Experience in knowledge management and communication
• Ability to manage sensitive and confidential matters with the highest level of professionalism.
• Exceptional reporting & desktop research skills
• Ability to work under pressure with high levels of flexibility.
• Excellent organizational aptitude and coordinating ability.
• Fluency in English. Knowledge of French desired
• Ability to pay attention to detail and meet strict deadlines.
• Proficiency in Microsoft Office suite especially Word and PowerPoint
• Interest in environment, natural resource conservation and development
• Experience interacting across cultures and other diversities.
• Excellent interpersonal skills and at ease dealing with people and tasks at different levels.
• Emotional maturity and openness to learning and growing.
• Demonstrated ability to achieve goals and meet deadlines in a fast-paced environment.

Application instructions

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